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Kentucky State University

Board of Regents Meeting

External Relations and Development Committee

July 26, 2013

Regent Charles Whitehead, Chairperson

Regent David Guarnieri

Regent Phyllis Williams

Mr. Hinfred McDuffie, Staff

KENTUCKY STATE UNIVERSITY Regular Meeting of the External Relations and Development Committee Board of Regents July 26, 2013 9:00 a.m. Board Room – Academic Services Building Frankfort, Kentucky

INDEX

A1 Action Item: External Relations and Development Committee Meeting Minutes – April 26, 2013 A2 Executive Summary Report A3 Reports: Executive Contributions / Alumni Relations A4 Reports: Auxiliary Enterprises Capital Planning, Construction and Facility Operations A5 Report: Communications

External Relations and Development Committee Board of Regents July 26, 2013 9:00 a.m. Board Room – Academic Services Building Frankfort, Kentucky

• I.Call to Order
• II.Roll Call
• III.Opening Remarks
• IV.Action Items: Approval of Minutes

- April 26, 2013 Meeting Regent Charles Whitehead

• V.Executive Summary Report
• Endowment Management Report Hinfred McDuffie
• VI.Discussion
• VII.Adjournment

Regent Charles Whitehead, Chairperson

Hinfred McDuffie, Executive Vice President for Administration

Regent Charles Whitehead

Regent Charles Whitehead

Hinfred McDuffie

Regent Charles Whitehead

Agenda Item Background

A1

Background:

The minutes of the External Relations and Development Committee meeting of April 26, 2013, require approval in order to become an official part of the committee's records.

Recommendation:

That the External Relations and Development Committee approve the minutes of the April 26, 2013, meeting.

Kentucky State University Board of Regents External Relations and Development Committee 9 a.m., April 26, 2013 Board Room, Academic Services Building Frankfort, Kentucky

MINUTES

Regent Charles Whitehead called the meeting of the Kentucky State University Board of Regents External Relations and Development Committee to order at 9 a.m. on Friday, April 26, 2013. Mr. Hinfred McDuffie, Executive Vice President for Administration, called roll:

Regent Ronald Banks, present Regent David Guarnieri, present Regent Charles Whitehead, present Regent Phyllis Williams, absent

Three of the four regents were present. A quorum was established.

Action:

Motion to approve the October 26, 2012, and January 25, 2013, External Relations and Development Committee minutes was made by Regent Guarnieri and seconded by Regent Banks. The motion passed.

Presentations:

Mr. McDuffie introduced the Division of Administration, External Relations and Development staff for area reports as follows:

The Communications report was presented by Ms. Felicia Lewis, Assistant Vice President for Communications and Publications.

The Auxiliary Enterprise report was presented by Mr. Harold Hayes, Executive Director of Auxiliary Enterprise.

The Information Technology report was presented by Mr. Edward Fields, Director of Information Technology.

Mr. McDuffie said this would be the last Information Technology report to the External Relations and Development Committee. The university had hired a Chief Information Officer, who would report to the President's Office.

• The Capital Planning, Construction and Facility Operations report was presented by Mr. Jack McNear, Associate Vice President for Capital Planning, Construction and Facility Operations.
• The Alumni Relations and Development reports were presented by Mr. William Wilson, Associate Vice President for Development and Major Gifts.

Mr. McDuffie presented a proposal to increase the university's board rate beginning Fall 2013. The motion to approve the board rate increase request for action by the full Kentucky State University Board of Regents was passed by the committee.

The Endowment Summary report was presented by Ms. LouAnn Atlas and Mr. James Fereday of Fifth Third Bank.

The meeting was adjourned at 10:13 a.m. by Regent Whitehead.

Submitted by:

Approved by:

Mr. Hinfred McDuffie, Executive Vice President External Relations and Development for Administration

Regent Charles Whitehead, Chairperson External Relations and Development Committee

__ __ Approved with no corrections

_____ Approved with corrections

Agenda Item Background

A2

Background:

Recommendation:

Informational

Kentucky State University Division of External Relations and Development Report to the Board of Regents

July 26, 2013

EXECUTIVE SUMMARY

During the period of July 1, 2012, through June 30, 2013, Kentucky State University received contributions in the amount of $1,598,061 from 726 contributors – alumni, employees, university friends, corporations, foundations and organizations. Scholarships received the largest portion of the donations in the amount of $1,364,913. The amount received for the Uniting Generations . . . Securing Futures – A Capital Campaign for Kentucky State University was $4,855,371.

The Office of Alumni Relations processed the following memberships through the fourth quarter of the fiscal year: 646 annual/associate, 356 complimentary to new graduates, 311 life and 44 subscribing life for a total of 1,357 KSU National Alumni Association financial members. The K-Club has 45 members. There were mass mailings to alumni for the following purposes: Permanent Alumni Scholarship Fund solicitation (1,312 packages), Homecoming (8,612), K-Club (1,228), Classes in Reunion (4,020) and miscellaneous mailings (5,157). A total of 9,879 electronic communications have been sent. The alumni association currently has 24 affiliate chapters.

Auxiliary Enterprise reports that housing occupancy was at 71 percent with 727 students at the end of the academic year.

Capital Planning, Construction and Facility Operations had 27 major projects in progress, of which 19 projects were completed. The department also received 2,763 work orders (an average of 53 per week), with 89 percent completed through the fourth quarter.

The university was covered in 791 newspaper articles in Kentucky. The advertising equivalency dollar amount (or cost saving) for the newspaper coverage of KSU was $7,661,166. The university also was covered in 93 television news stories reaching a Nielsen audience of 1,819,788 for a total ad equivalency of $31,163 or total publicity value of $93,486. There were 162 messages posted on KSU's electronic message board and 66 press releases sent to the media.

Agenda Item Background

A3

Background:

Recommendation: Informational

Kentucky State University Division of Administration, External Relations and Development

CONTRIBUTIONS REPORT FY 2013 Fourth Quarter July 1, 2012 - June 30, 2013

Donor Designation Breakdown

Annual Giving Total Dollars Raised Comparison Graph

July 1, 2011 - June 30, 2012 to July 1, 2012 - June 30, 2013

CAPITAL CAMPAIGN GIVING

Constituency Type Total Dollars Raised Total Participation

July 1, 2010 - June 30, 2013 July 1, 2010 - June 30, 2013

Alumni $ 497,360.28 993

Corporations $ 2,587,878.00 480

Employees $ 162,669.72 405

Foundations $ 879,753.00 96

Organizations $ 598,823.76 319

University Friends $ 128,886.37 319

Total: $ 4,855,371.13 2612

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KENTUCKY STATE UNIVERSITY DIVISION OF ADMINISTRATION, EXTERNAL RELATIONS AND DEVELOPMENT OFFICE OF ALUMNI RELATIONS

National Alumni Association Membership

K Club Membership

National Alumni Association Chapter Revitalization

Alumni Relations Office Communications

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Agenda Item Background

A4

Background:

Recommendation: Informational

Page

Kentucky State University Auxiliary Enterprise Report July 2012 - June 2013

As of June 30, 2013, Auxiliary Enterprise has recorded revenues as follows:

The Food Services and Housing variances are due to the decrease in student count. Housing occupancy at the end of the academic year was at 71 percent with 727 students compared to 879 students in 2012.

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Capital Planning, Construction and Facility Operations July 27, 2013

ID Project Name Duration Start Finish 2012 2013 2014 2015

Jul Sep Nov Jan Mar May Jul Sept Nov Jan Mar May Jul Sept Nov Jan Mar

1 Russell Court Interior Renovation 607 days 08/01/13 03/31/15

2 Alumni Stadium Office Building Roof Replacement 2013 100 days 07/01/13 11/16/13

3 Jordan Warehouse Roof Replacement 2013 87 days 07/01/13 10/31/13

4 Russell Court Roof Replacement 2013 87 days 07/01/13 10/31/13

5 Betty White Additional Parking 333 days 08/01/12 06/30/13

6 New Parking Lot by McCullin 274 days 10/01/12 07/01/13

7 New Women's Softball Field at Jones Field 91 days 08/01/13 10/31/13

8 Bradford Hall Little Theater Renovation to Large Seminar Classroom 91 days 07/01/13 09/30/13

9 Cheaney Memorial Plaza 183 days 08/01/13 01/31/14

10 Pedestrian Bridge over US 60 364 days 04/01/13 03/31/14

11 Feasibility of Constructing a Centralized Mail Hub in Student Center Basement 136 days 04/01/13 08/15/14

12 Refurbish Exum Gym Basketball Court 40 days 03/07/13 04/16/13

13 Hillcrest Kitchen Renovation 83 days 05/01/13 07/23/13

14 Student Support Services Offices 60 days 07/01/13 08/30/13

Projects

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Agenda Item Background

A5

Background:

Recommendation:

Informational

Page

KSU Media Coverage July 2012 – June 2013

MARKETING AND PUBLICATIONS STRATEGIC / MARKET IMPACT 2012 - 2013

*Reach means the percentage of population who saw the commercial.

PUBLICATIONS

(Artwork and printed materials)

• Development/Alumni Printed Materials – Materials produced for 27 campaigns / events
• Printed materials produced for university events – 100
• Communication pieces – 36
• ○ President's Report to the Board – 4
• ○ Good News Newsletter for CPE – 5
• o Hoofbeats - 4
• ○ Onward & Upward - 1
• o From The President - 5
• Program/Departmental Newsletters & Brochures – 17
• Marketing and advertisement pieces produced – 61
• Designs for general university operations – 31
• Business cards produced – 82

ELECTRONIC COMMUNICATIONS

Electronic message board postings – 162 messages: 126 KSU messages / 36 community messages

Press Releases – 66

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